Executive Secretary

1 day ago

Johannesburg, South Africa Resourceful Personnel cc Full time

Answering phones and directing the calls to the correct people on behalf of the Executives
- Greeting visitors and directing them to the appropriate place
- Managing multiple or complex calendars for meetings, travel and personal commitments
- Making travel arrangements for in-office professionals and a special visitors
- Sitting in on meetings to take minutes
- Creating memos, reports and agendas as needed
- Negotiating with suppliers and vendors to gather quotes, order supplies and maintain office inventory
- Preparing financial statements, invoices, letters and statements
- Disseminating memos, reports and other information to relevant colleagues
- Proofreading documents before they go out to company employees or stakeholders
- Excellent time management and organization skills, especially the ability to prioritize and multitask
- Effective and professional communication abilities, including being able to communicate with all levels of employees, vendors and clients or guests
- Project management skills, like goal-setting, budget management and planning
- Great customer service and interpersonal skills
- Good computer skills, including basic troubleshooting skills and familiarity with word processing software for creating and contributing to spreadsheets, drafting and sharing documents and creating engaging and informative presentations
- In-depth understanding of the industry or office they work in.
- Meet with the Executive to relay information and remind them of their appointments.
- Throughout the day: take phone calls, schedule appointments, make copies and receive faxes for the Executive. Sit-in on meetings with Executives to take notes.
- Use downtime to create PowerPoint presentations and important documents as instructed by the Executive.
- PM: ensure that tomorrows work schedule is arranged and that any necessary travel/flight arrangements have been planned accordingly.
- Ensure tomorrows “to-do-list” is in place

Able to multitask in various functions, sometimes assisting the Operations Manager on the factory floor as this is the core of the company. Must be someone who is able to flow seamlessly from being an Executive Secretary to assisting in factory maters. NOT a clock watcher or someone who is overly sensitive as outside of the executive suites is a robust manufacturing environment

**Salary**: R28,000.00 - R29,000.00 per month

COVID-19 considerations:
All staff are required to adhere to the latest Covid-19 legal requirements: masks are to be worn at all times, hand sanitation, surface sanitized regularly, full Covid-19 vaccination must be supplied before interview can be arranged.

Ability to commute/relocate:

- Johannesburg, Gauteng: Reliably commute or planning to relocate before starting work (required)

**Education**:

- Certificate (preferred)

**Experience**:

- Executive secretary: 5 years (required)

**Language**:

- Gujarati (required)

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